Contact Innovate Vancouver to help on your next project! Knowledge Management in Sharepoint - Article: https://innovatevancouver.org/2022/10/10/knowledge-management-in-sharepoint/ Travis Barker, MPA GCPM Consulting@innovatevancouver.org https://innovatevancouver.org

1. M365 STRUCTURE AND
DOCUMENT MANAGEMENT
OVERVIEW
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2. CONTENTS
Representational Overview of M365 Structure &
Components
01
M365 Features & Components
02
Representational Overview of M365 Hierarchies,
Navigation, & Linking
03
Representational Overview of Document Lifecycle
Management and Metadata conventions
04
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3. PURPOSE OF THIS
DOCUMENT
Building momentum while reducing repetition and
waste
The goal of this document is to provide a general overview of how
Departments currently uses Sharepoint and Microsoft teams, as
well as identify assumptions for the hierarchy, features, and
applications needed to design and build a functioning and useful
MVP.
The list is basic by design. The goal is to avoid goldplating or
building in features and functions that will deter interest in
learning more about the framework or adopting it for use.
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6. M365 hierarchy
representational overview of how sharepoint and msteams are
connected
INTRANET HUB
HIERARCHY
MSTEAMS &
APPLICATIONS
SHAREPOINT PAGES
& TEAMS
WORKFLOW
CONTENT FILE REPOSITORY COMMUNICATIONS AND
INFORMATION
MVP DEFAULT
ANALYTICS
MAY INTEGRATE WITH
POWERBI FOR FOCUS
ANALYTICS
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7. Self Service
Site Hierarchy
components & features
Linking
Teams, to Pages,
to Projects
Nested Local
Navigation
HUB
Landing Page
Communications
Page
Flat Hierarchy
Visibility
Based on
Permissions
Hide Member
Restricted Pages
from TOC
Storage
Hub vs. Page vs.
Group
Min Overlapping
for MVP
Columns & Lists
Central HUB
Department
Project Folder
Nested Layers
Enterprise &
Department
Metadata
Navigation
HUB High Level
Page & Group more
Granular
Header & Columns
Lookup/ Search Box
Page Buttons, Images,
& Links
M365
Design
This hierarchy will support existing use cases of how work
is managed and the sites are being used. Future build out of
the sites may add further features, functions, and
capabilities.
The primary purpose of the Hierarchy is to support
visibility, navigation, and quick access to the pages, groups,
and content needed to manage our work.
Task coordination, workflow, communication, and file
management best practices will be refined over time with
possible updates being suggested to the site hierarchy.
Use Cases
MSTeams used the
most
A few emphasize
SharePoint for
Storage
MVP to build on
Current Use Cases
Future to Expand
Applications
Analytics
OfficeApps
Planner
PDF Viewer
ACCESS
Group vs.
Sensitivity Labels
NBT Account
Guest Viewer
SP Admin Creates Pages, Sites,
Groups
IAM User Group can Add Apps
from Catalog
Site Admin adds Users, Apps, &
Manages Content
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9. SharePoint
HUB SITE
DEPARTMENT
PAGE
DEPARTMENT
GROUPS
DEPARTMENT
PROJECTS/
TEAMS
SITE HIERARCHY, LINKING, & NAVIGATION
FRAMEWORK
LINKS TO DEPARTMENTS
HEADER DISPLAYS COMPANY
VALUE STREAM COLUMN DISPLAYS CENTRAL
FILE REPOSITORY
LINKS TO GROUPS
HEADER DISPLAYS
COMPANY VALUE STREAM
COLUMN DISPLAYS
DEPARTMENT FILE REPOSITORY
LINKS TO PROJECTS
HEADER DISPLAYS
DEPARTMENT & HUB PAGE
COLUMN DISPLAYS
PROJECTS LIST
LINKS TO FILE
REPOSITORIES
HEADER DISPLAYS
DEPARTMENT & HUB PAGE
COLUMN DISPLAYS PROJECT
FILE FOLDERS
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10. MSTeams
TEAMS
CHANNELS
APPLICATIONS
WORKFLOW
SITE HIERARCHY, LINKING, & NAVIGATION
FRAMEWORK
LINKED TO SHAREPOINT
DEPARTMENT PAGES
REPRESENT ONE OR A
SERIES OF PROJECTS MARKED [EXTERNAL] OF
SHARED WITH TEAMS
OUTSIDE ORG
EMBEDDED IN GROUPS
REPRESENT ONE OR A
SERIES OF WORKFLOWS
MARKED [PRIVATE] IF SHARED
WITH LIMITED TEAM LIST
LINKS TO PROJECTS
MVP TO START: PLANNER APP CATALOG OF
APPROVED APPS
AVAILABLE
SUPPORTED BY
CHANNELS &
APPLICATIONS
POLICIES FOR FILE
MANAGEMENT IN
DEVELOPMENT
LINKS BACK TO
SHAREPOINT PAGES & HUB
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14. ganisational chart (often called organisation chart, org
organigram(me), or organogram) is a diagram that
s the structure of an organisation and the relationships
elative ranks of its parts and positions/jobs. The term is
sed for similar diagrams, for example ones showing the
ent elements of a field of knowledge or a group of
ages. The organization chart is a diagram showing
ically the relation of one official to another, or others, of
pany.
Intranet HUB
Department HUB
Department Page(s)
Department Team(s)
Dept SharePoint
Team(s) Site(s)
Doc
Libraries
Permissions and Access are Based on
MSTeam Membership (above)
Exception: Dept Wide Document Library and
Individualized Permissions
Permissions and Access are
Based on MSTeam Membership (above)
Permissions and Access are
Based on Team Membership
Group Permissions are
Based on Use of Page
Only Department
Members Have Access
All Employees Have
Internal Access
Document Management Architecture & Tools
Active Directory Groups Help
Manage Membership and
Permissions without having to
Individually Configure Permissions
for Each Member
Retention
Labels
Help Control
Retention
and Access
Periods
Sensitivity
Labels Help
Control Access, Edit,
Sharing, Download, &
Read Permissions
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16. Types of metadata
Stored per regulatory requirements
Accessible to those that need them
Restricted to those that do not need access
Easily located, accessed, and managed
Easily differentiated from other versions, etc.
Industry Research finds that approximately 90% of all
documents are Uncontrolled, meaning they are not records and
do not require full rigor in order to manage. 10% of all documents
managed by a company are controlled, meaning they are records,
financial, and other regulated documents that need to be
managed, retained, and archived using a formal timeline and
process.
A formal documentation management workflow is depicted on
previous slides. Metadata, to include sensitive and retention
labels, helps manage controlled and uncontrolled documents to
make sure they are:
An effective document management system is a competitive
advantage for knowledge based organizations.
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17. These Metadata standards are for illustrative purposes, only.
The metadata required for controlled & uncontrolled documents often vary. The metadata standards follow best practices across industries, but are tailored to meet the unique needs of each
project, department, and organization.
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18. Use M365 to Manage
Project?
M365 May not be used for
task management or
planning but will
probably be used for
meetings and document
collaboration & storage.
Access Department Page on
SharePoint. Reference
relevant policies,
documents, and templates.
Update, record, and report
progress as needed.
Transfer, migrate, or
archive team and documents
when project is closed.
Create MSTeams
Group/ Project. Add
Channels, Apps, &
Members.
roadmap for deploying project
teams on m365
An Overview
Project is now
closed!
START
Confirm workflow for
using Teams, SharePoint,
and Managing Documents
& Deliverables
YES
NO
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19. C O N T A C T I N N O V A T E
V A N C O U V E R F O R M O R E
I N F O R M A T I O N !
Metadata For all
Departments & File Tyypes
File storage structure
& Locations
Policies &
Procedures
File Management
workflows For all
department and file
types
access &
permissions
Administrators & Owners
Training & Coaching Needs
Future Features &
applications
future analytics &
powerbi reporting
identification of all relevant
usecases
Items Still to be Determined
Page Templates
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